How Solecare Podiatry reduced no-shows and saved 10 hours admin work per week
Caboolture, Queensland • Podiatry Practice • 2 Practitioners
The Challenge
Solecare Podiatry is a busy two-practitioner podiatry clinic in Beachmere and Caboolture serving patients with diabetic foot care, orthotics, and general foot health needs.
Before our help, their team was struggling with:
Missed phone calls - Limited receptionist availability to answer calls, some calls left unanswered.
Non-optimised reminders - General reminders sent to patient regardless appointment types or locations.
Repetitive data entry - Typing patient intake information from paper forms into Cliniko.
Inconsistent follow-up - Review requests and care instructions sent manually.
No recall after no-show - No or limited follow-up were made after patients missing appointments.
The result? The team was spending hours on admin work, receptionist was doing a lot of repetitive work, and patients were slipping through the cracks.
Solutions
Smartflow implemented a complete automation system tailored to Solecare Podiatry's workflows:
24/7 AI Chatbot
Installed on their website to handle common patient questions instantly and to guide them on how to book appointments.
2. Smart Appointment Reminders
Optimised SMS and email reminders customised by appointment type and clinic location (For diabetic foot assessments, for orthotic fittings, for general consultations)
3. Digital Intake Form Integration
Patients receive a link to complete their medical history online before their first appointment and the information are automatically populate into Cliniko.
4. Automated Email Workflows
New Patient Welcome:
With clinic info, parking details, sent immediately upon booking with digital intake form link.
Post-Appointment Care:
Automatic care instructions based on treatment.
Review Requests:
Sent 2 weeks after positive appointments, with direct Google review link
Reduction in routine phone calls
No-show rate reduction
Per week saved on data entry
Increased review rate
Evy Cailliau, Senior Podiatrist at Solecare Podiatry
